Administrative Coordinator

Administrator CoordinatorAir Mechanical is the premier heating, cooling & plumbing company located in Ham Lake, MN. We are a privately owned and operated business and, since opening our doors in 1985, we've always shown our commitment to our customers.The Administrator Coordinator is responsible for reviewing contracts for billing, ensuring payments are received and maintaining the pre-lien and lien process in a timely, consistent manner; and is responsible for preparing and mailing warranty, rebates and state license renewal forms. This is a Monday-Friday onsite role.Essential Functions:Billing Functions:Maintain and review billing dashboard dailyPrepare progress invoices and email invoicesMaintains billing filesReview and submit lien waiversManage billing reconciliation and reports on contract statusResolve billing issues to ensure projects are billed correctlyEnsure payments are collected within the appropriate timeframeProblem solving to identify and resolve issues related to collectionMaintain the pre-lien and lien processSubmit builder statements monthlyProvide customers with W9 form and Certificate of InsuranceAdministrative Functions:Prepare and mail warranty contracts to customersRenew Air Mechanical Annual Licenses with the State of MinnesotaSubmit rebates with different utilities companiesRegister installed equipmentAssist with other accounting functions as assignedOther duties or projects as requestedWork cooperatively to adhere to company guidelines and policiesQualifications and Educational Requirements:Attention to detail is criticalStrong verbal and written communication skillsWillingness to learn and develop this roleHigh level of proficiency in Excel and MS OfficeIntacct Software, Service-Titan Software and File-Maker Application Experience is a plusAnalytical and problem-solving skillsWorks well in a team environmentAdept at time management and finite deadlinesAbility to work independently and think strategicallyAuthorized to work in the United StatesPhysical Requirements:This position requires interaction with people in an office environment. Work requires sitting, handling/grasping, and repetitive motions for long periods of time. Must be able to communicate over the phone, over email, and in person. Air Mechanical is an equal opportunity employer and is committed to compliance with its obligations under all applicable state and federal laws prohibiting employment discrimination. In keeping with this commitment, we attempt to reasonably accommodate applicants and employees in accordance with the requirements of the disability discrimination laws. We also invite individuals with disabilities to participate in a good faith, interactive process to identify reasonable accommodations that can be made without imposing undue hardship.